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InterAction® Administrator Answer Center

Process for the Initial Rollout to Users

  • Updated

There are several tasks and activities that must be followed to properly set up a new user on InterAction.

  1. Review the Our Personnel folder to ensure that a contact exists for every person for whom you are going to create a user account.

    If a contact does not exist for a user account you are creating, create a contact in InterAction for the user. Link the contact to the Our Personnel folder to add that contact type to the user.

    All user accounts must have contact records set. If a contact record is not set for the user’s account, the user cannot log into InterAction!

  2. Set defaults for new user contact lists including confidential, update, and relationship settings. For details on setting new user contact list defaults, see Configuring User Contact Lists.
  3. Create user accounts and contact lists for each user by importing the information for the account into InterAction Administrator. For details, see Overview of Users.
  4. Set the contact record for each user account. Users cannot log on to InterAction Web Client until a contact record has been set for their user accounts. For more information, see Connecting a User with an InterAction Contact.
  5. Set Proxies for users. For instructions, see Managing User Proxies.

  6. Add the user to groups, as appropriate. For instructions, see Edit a Group.

    You can automate the process of adding users to groups through Application Collaboration. For more information, see Overview of the Group Member Data Set.

  7. Set the user’s access rights to folders in InterAction. For more information, see the Configuring InterAction guide.
  8. Configure the new contact rules to use when users contribute their contacts to the firm list. For more information on configuring new contact rules, see Overview of Data Change Management New Contact Rules.
  9. If your organization chooses to use the Smart Connect feature, configure the Smart Connect rules to use for your organization’s firm contacts. For details, see Configuring Smart Connect Rules.
  10. In your organization’s Outlook, have each user identify his or her private contacts that should not be seen by his or her proxy. The user can set these contacts as Private in Outlook, preventing the proxy from seeing the contacts in InterAction.
  11. In InterAction Administrator, enable synchronization with your organization’s PIM for the users to whom you are rolling out InterAction.

  12. Ensure that the first synchronization between the PIM and InterAction occurs for all user contact lists you are rolling out.

    For more information on how InterAction handles contact information when it is added to InterAction during an initial data load for a user, see Loading and Contributing User Contact Information.

  13. Enable User to Firm Contact sync for the user contact lists.

    When you create a user account, the contact list is automatically created for the user.

    If you are using Smart Connect, User to Firm Contact Sync must be run before a user contributes his or her contacts. User to Firm Contact Sync is the process that determines which contacts in the user’s contact list should be recommended or automatically contributed based on the Smart Connect rules defined for your organization.

    For instructions on scheduling User to Firm Contact Sync, see User to Firm Contact Sync Process.

  14. Send an email sent to the users in the rollout group, include a link to the Contribute Contacts page in the Web Client. When users click this link, they are taken directly to the Contribute Contacts page where they are taken through the process of contributing contacts to the firm list.

    Users may choose to review the contacts to contribute online or they can print a report from which they can review contacts. For details, see Contributing Contacts.

  15. After a user’s contacts have been contributed to the firm list, data stewards can begin the process of cleansing and profiling the contacts that are new to the firm list. This process includes reviewing tickets submitted to Data Change Management for all the following situations:

    • When User to Firm Contact Sync encountered a situation with a possible duplicate contact
    • When User to Firm Contact Sync created a company contact when adding person contacts to the firm list
    • When a person was added to the firm list without an associated company contact
    • When the user’s contact information is in conflict with the firm’s contact information

    You can configure the new contact rules used when processing each user’s contacts. You may choose not to have InterAction create Data Change Management tickets for all these situations.

  16. Data stewards should continue the ongoing process for managing data quality by doing the following:

    • Review contacts added to the firm list to set contact types and profile the contacts where possible.
    • If data stewards cannot identify the type for a contact or provide profile information, work with the users who contributed the contact to the firm list to have the user add this information.

    To help data stewards identify which users have not gone through the process of contributing their contacts to the firm list, you can run the User Contact Lists Analysis report available with the data quality reports in the Windows Client. 

How Do I Perform an Initial Rollout with Limited Data Cleansing Resources?

Use this streamlined approach to rolling out your contacts if you have limited resources. This approach enables administrative assistants to cleanse the data and determine which contacts to contribute to InterAction without having to distribute any InterAction software.

  1. The administrative assistants manually clean their professionals’ data within their PIMs.
    • Add a category called Add to Firm or similar to your PIM collection.
    • Categorize which contacts should be added to the InterAction firm list using this category (Add to Firm). All other contacts remain unresolved or personal depending on your defaults.
  2. Set up all proxy information in InterAction Administrator for each administrative assistant.
  3. Run your PIM to InterAction Sync for the first time. Do not run the User to Firm Contact Sync process at this time.

  4. Send the following link to the My Contact page to all the administrative assistants that are performing data cleansing for their professionals:

    http://Application Server host name/InterAction/myContacts

  5. The administrative assistant logs into the My Contact page through the link.
  6. For each professional, the administrative assistant selects the applicable professional from the All Actions on Behalf of drop-down list.
  7. The administrative assistant filters all contacts with the Add to Firm category.
  8. The administrative assistant marks all contacts with the Add to Firm category.
  9. From the Action menu, the administrative assistant selects Add to Firm List.
  10. Repeat the process for any other professionals by choosing a new professional from the All Actions on Behalf of drop-down list.

I Have Contacts in Both My PIM and Within InterAction. What Do I Do?

If you know that your PIM data is more accurate than your InterAction data, delete the contacts from the user collection and let the PIM repopulate InterAction through PIM sync. You will, however, lose any InterAction-specific information with this choice: mailing list information, relationships, additional fields.

If you know that the InterAction user collection is more accurate, delete the PIM data and let InterAction repopulate the PIM through PIM sync. You will, however, lose any PIM-specific information from fields that InterAction does not track: spouse name, birthday, instant message address.